08-29-2022 Special City Council MinutesSPECIAL OTSEGO CITY COUNCIL MEETING
OTSEGO PRAIRIE CENTER
MONDAY, AUGUST 29, 2022
5:30 PM
Call to Order.
Mayor Jessica Stockamp called the meeting to order at 5:30 PM.
Roll Call: Mayor Jessica Stockamp; Councilmembers: Jeff Dahl, Brittany Moores, Tina Goede,
and Tom Darkenwald. City Staff: City Administrator/Finance Director Adam Flaherty, Assistant
City Administrator/Human Resources Sabrina Hille, and Parks and Recreation Director Nick
Jacobs.
1. Approve the Hiring for the Parks and Recreation Director Position
City Administrator/Finance Director Flaherty reviewed the process City staff followed for the
hiring process and prepared a Request for City Council Action (RCA) for the appointment of Nick
Jacobs to Parks and Recreation Director. Flaherty stated that from the previous meeting, City
staff prepared an offer letter for Nick Jacobs, and he accepted the position. This appointment
needed to come back to City Council for final approval of the pay and hire.
Mayor Stockamp motioned to appoint Nick Jacobs to the position of Parks and
Recreation Director, effective August 30, 2022, at Pay Grade 14, Step 1, seconded
by CM Goede. All in favor. Motion carried 5-0.
The City Council wished Nick Congratulations on the role and the process.
2. 2023 Budget, Tax Levy and Capital Improvement Plan Review
City Administrator/Finance Director Flaherty reviewed the budget meeting #6 materials which
included a brief memo, department budgets as outlined in the packet, summary of changes,
and tax levy summary. Staff is seeking Council input during these budget review meetings to
move the budgeting process forward effectively and efficiently.
City Administrator/Finance Director Flaherty presented the 2023 PowerPoint budget narrative
included in the packet. During review of the future staffing plan, CM Goede asked about the
Communications position. Assistant City Administrator/Human Resources Hille clarified the role
would have a variety of responsibilities and would ideally have a marketing background. During
review of the Utility Billing functions, CM Darkenwald asked what the planned meter
replacement would be for 2023. Flaherty noted that number is likely between 350-400.
Flaherty reviewed the City Administrator (41320) department budgets. CM Darkenwald asked
how past mileage use compared to the requested allowance. Flaherty noted he would need to
compile that information and bring back for future discussion. The City Council concurred as
presented.
Flaherty reviewed the Finance (41600) department budgets. The City Council concurred as
presented.
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MINUTES OF THE CITY OF OTSEGO SPECIAL CITY COUNCIL MEETING AUGUST 29, 2022
Flaherty reviewed the Information Technology (41650) department budgets. CM Moores asked
about the cost of the software subscriptions. Flaherty clarified that software programs are
trending to subscription -based services rather than purchasing the product outright and this
currently includes Adobe PDF and MS Office. The City Council concurred as presented.
Flaherty reviewed the Legal (41700) department budgets. The City Council noted the
decreasing trend in costs and concurred as presented.
Assistant City Administrator/Human Resources Hille presented the 2023 PowerPoint budget
narrative included in the packet. During discussion of the department responsibilities, CM Goede
asked whether exit interviews are done for departing staff. Hille clarified the process that
interviews are conducted but there is no formal process documented and the conversations are
informal in nature. When discussing implementation of Bamboo Payroll, Mayor Stockamp asked
whether the payroll system tracks specific job duties. Hille clarified that the system has that
capability, staff are using it, and each department uses that feature slightly different.
Flaherty reviewed the Human Resources (41800) department budgets. CM Darkenwald asked
about the contracted services line item. Flaherty noted that budgets for payroll software and
benefit service fees have been moved from Finance to Human Resources. Hille discussed that a
Compensation and Classification Study is included in the budget for 2023. The City Council
concurred as presented.
Parks and Recreation Director Jacobs presented the 2023 PowerPoint budget narrative included
in the packet. During discussion of the staff model, Mayor Stockamp asked about the number of
Seasonal Maintenance and Recreation Lead staff. Jacobs noted the number in each position.
When discussing department responsibilities, CM Moores asked about the frequency of
playground inspections. Jacobs noted that inspections are required to be documented monthly,
but they occur on a weekly basis. When discussing department responsibilities, CM Darkenwald
inquired about whether Wright County assists with maintenance of the roundabouts. Jacobs
clarified that the City is responsible for maintaining the landscape features.
Flaherty reviewed the Park Maintenance (45200) and Recreation (45250) department budgets.
The City Council concurred as presented.
Flaherty reviewed the Prairie Center (41940); City Hall/Public Works (41945); and Old Town
Hall (41950) department budgets. The City Council advised that staff should obtain quotations
for garbage and recycling services with the increasing budgets. Flaherty confirmed that City
staff will conduct a price quote process. The City Council concurred as presented.
Flaherty reviewed the Building Safety (42410); Engineering (43150); Economic Development
(46580); and Interfund Transfers (49300) department budgets. The City Council concurred as
presented.
Staff was looking for direction on the tax rate, and how to move forward with the budget. Staff
is requesting city council to decide if they want to budget based on the tax rate, tax per capita,
improvement gained, or by market value increases. Staff is hoping direction to be able to bring
back more information on budget numbers.
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MINUTES OF THE CITY OF OTSEGO SPECIAL CITY COUNCIL MEETING
AUGUST 29, 2022
Council is hoping to get information on what the school districts and county are doing for their
tax rates. They then can use this information on what residents would possibly see on the
property taxes. There are no referendums proposed for the school districts. Council is looking
for information on neighboring communities for levy increases and potential tax rates. Staff is
recommending that the City Council reviews and approves the Preliminary Property Tax Levy at
the September 26th City Council Meeting.
3. Adjourn.
CM Darkenwald motioned to adjourn at 8:24 PM, seconded by CM Goede.
Voice Roll Call: All in favor. Motion carried 5-0.
ATTEST:
J ' sica StockamP, Mayor
Sabrina Hille-Jungles, Assistant°City Adnfinistrator/Human Resources
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